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HomeMy WebLinkAbout10-21-2014 C3 Calle Joaquin Sewer Force Main Replacement FROM: Carrie Mattingly, Utilities Director Prepared By: Jennifer Metz, Utilities Project Manager SUBJECT: CALLE JOAQUIN SEWER FORCE MAIN REPLACEMENT, SPECIFICATION NO. 91133 RECOMMENDATION 1. Approve Contract Amendment No. 4 with AECOM for design services for the Calle Joaquin Sewer Force Main Replacement Project, Specification No. 91133, in the amount of $10,954. 2. Approve the transfer of $10,954 from the Sewer Fund Completed Projects account to the project’s design phase account. 3. Approve plans and specifications for the Calle Joaquin Sewer Force Main Replacement, Specification No. 91133, and authorize staff to advertise for bids when signed by the City Engineer. 4. Authorize the City Manager to award the contract if the lowest responsible bid is within the Engineer's estimate of $650,000. 5. Authorize the Utilities Director to execute a Right of Entry Agreement with the underlying property owner in the form attached hereto and subject to any subsequent modifications approved by the City Attorney. DISCUSSION Background In August 2011, the City Council approved a joint design budget of $700,000 for the replacement of the Laguna and Calle Joaquin lift stations, including 2,700 feet of sewer force main (see Attachment 1). The City entered into an agreement for design services with AECOM, Inc. in the amount of $535,400. Amendments of the City’s design contract with AECOM were authorized in August 2012, December 2012, and in March 2013 for a total design budget of $702,839 for the two projects. Laguna lift station completed construction last summer and AECOM’s remaining scope includes providing a set of plans for the Calle Joaquin project. These plans are approximately 75 percent complete and are awaiting permits from various environmental agencies. Construction of the project is anticipated to begin in the summer of 2015. In order to eliminate potential conflicts with the planned construction of the Los Osos Valley Road/US 101 Interchange Improvements Project (LOVR Interchange Project), which is scheduled to utilize the northern portion of Calle Joaquin as the temporary southbound freeway off-ramp in May 2015, staff asked AECOM to separate the project’s construction documents into two packages (see Contract Amendment No. 4, Attachment 2). This separation would allow the City to bid the force main replacement ahead of the replacement of the lift station, siphon, and gravity sewer C3 - 1 Calle Joaquin Sewer Force Main Replacement– Specification No. 91133 Page 2 mains. Due to prior amendments to the AECOM design contract, the City’s purchasing policies require City Council approval for Contract Amendment No. 4. When the plans are finalized and signed by the City Engineer, staff recommends advertisement of bids for the force main replacement to minimize potential construction conflicts with the LOVR Interchange Project. This will optimize coordination of the two projects, reducing the potential for conflicts with project contractors, and minimizing the possibility of a force main break and sewage spill. A Right of Entry Agreement (Attachment 3) is also being recommended to allow the City the right to enter onto the subject property of the project in order to perform the replacement work for the force main. The City would be indemnifying the property owner for any personal injury or property damage that occurs on the property based on the City’s performance of the project. In turn, the City requires the contractor who is performing the work to indemnify the City for the same injuries. CONCURRENCES The City's Community Development Director determined that this project is categorically exempt from environmental review pursuant to Section 15302 of the CEQA Guidelines (Replacement or reconstruction of existing facilities or structures). The Public Works Department staff concurs with this request. FISCAL IMPACT Of the total design budget with AECOM of $702,839, there is $149,795.92 remaining for previously described design services. The Sewer Fund currently has a balance of $110,893.89 in its Completed Projects account to support Contract Amendment No. 4 of $10,954 for the new work identified. As part of the City’s 2013-15 Financial Plan, Capital Improvement Plan (Lift Station Replacements, Page 3-152), the City Council approved a construction budget of $3,300,000 for the Calle Joaquin project with funding from the City’s Sewer Fund and $3,250,760 of that amount remains. The Engineer's estimate for construction of the force main replacement portion of the project is $650,000. The project budget is displayed below. Calle Joaquin Sewer Force Main Replacement, Specification No. 91133 Estimated Project Costs Design Services: Current contract with AECOM $702,839 Proposed Amendment No. 4 $10,954 Total Design Services $713,793 Construction Services: Construction $650,000 Construction Management $25,000 Materials Testing $2,500 Printing and Miscellaneous $500 C3 - 2 Calle Joaquin Sewer Force Main Replacement– Specification No. 91133 Page 3 ALTERNATIVES Deny or defer approval to advertise. The City Council may choose to deny or defer the approval to advertise this project. Staff does not recommend this option, as the existing force main will continue to deteriorate and pose a risk of failure, resultant in water quality violations, and potential fines. Delay of the project’s construction could also result in conflicts with the planned construction of the LOVR Interchange project. ATTACHMENTS 1. August 2011 Council Agenda Report 2. Contract Amendment No. 4 3. Right of Entry Agreement AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE Draft Plans and Special Provisions for the Calle Joaquin Sewer Force Main Replacement, Spec. 91133 T:\Council Agenda Reports\2014\2014-10-21\Calle Joaquin Sewer Force Main Replacement (Mattingly-Metz) Construction Contingencies: $90,000 Total Construction Services $768,000 C3 - 3 Attachment 1 C3 - 4 Attachment 1 C3 - 5 Attachment 1 C3 - 6 Attachment 1 C3 - 7 Attachment 1 C3 - 8 Attachment 1 C3 - 9 Attachment 1 C3 - 10 Attachment 1 C3 - 11 Attachment 1 C3 - 12 Attachment 1 C3 - 13 Attachment 1 C3 - 14 Attachment 1 C3 - 15 Attachment 1 C3 - 16 Attachment 1 C3 - 17 Attachment 1 C3 - 18 Attachment 1 C3 - 19 Attachment 11 C3 - 20 Attachment 1 C3 - 21 Attachment 1 C3 - 22 Attachment 1 C3 - 23 Attachment 1 C3 - 24 Attachment 1 C3 - 25 Attachment 1 C3 - 26 Attachment 1 C3 - 27 Attachment 1 C3 - 28 Attachment 1 C3 - 29 Attachment 1 C3 - 30 Attachment 1 C3 - 31 Attachment 1 C3 - 32 Attachment 1 C3 - 33 Attachment 1 C3 - 34 Attachment 1 C3 - 35 Attachment 1 C3 - 36 Attachment 1 C3 - 37 AMENDMENT TO AGREEMENTNO.4 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on _______________________,by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and AECOMTechnical Services, Inc.,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on November 15, 2011the City entered into an Agreement with Contractor for Engineering Design Services per Specification No. 91133and WHEREAS, the City desires toamend the scope of services and the Contractor has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1.The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. a.Additional engineering design work to create a separate set of plans for the Calle Joaquin Sewer Force Main Replacement and expand the scope of the project for the Calle Joaquin Lift Station Replacement to include odor control, at cost not to exceed $10,954per memorandum dated September 4, 2014. 2.All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST:CITY OF SAN LUIS OBISPO ____________________________________By:____________________________________ Anthony Mejia, City Clerk Katie Lichtig, City Manager APPROVED AS TO FORM:CONTRACTOR _____________________________________By:____________________________________ Christine Dietrick, City Attorney AECOMTechnical Services, Inc. Attachment 2 C3 - 38 AECOM 1194 Pacific Street Suite 204 San Luis Obispo CA 93401 www.aecom.com 805 542 9840 tel 805 542 9990 fax September 4, 2014 Jennifer Metz City of San Luis Obispo 879 Morro Street San Luis Obispo, CA 93401 Dear Jennifer, Plans for Calle Joaquin Force Main Replacement Background The City of San Luis Obispo has requested AECOM amend our currently authorized Scope of Work to separate the construction documents being developed for the Calle Joaquin Force Main Project into two separate packages that will allow the City to bid portions of the project in two separate phases: replacement of the Calle Joaquin Force Main, and the remaining project components which consist of replacement of the San Luis Obispo Creek crossing, Highway 101 crossings, the Calle Joaquin Lift Station, and the KSBY gravity sewer. The current Scope of Work includes providing one consolidated set of construction documents (Plans and Specifications) for the Calle Joaquin Lift Station Project, which includes the project components listed above. Per the City’s request, AECOM will perform alternate services to separate Calle Joaquin Force Main and the remaining project components into two separate, independent projects, allowing the projects to proceed with differing schedules. Under the alternate Scope of Work, AECOM will provide plan drawings, the Engineer’s Opinion of Probable Construction Cost, description of bid items, estimated working days for the Calle Joaquin Force Main, and Construction Phase Services as described below. Under the alternate Scope of Work, AECOM will also modify the current set of plans and specifications for the Calle Joaquin Lift Station Project to exclude the force main components, and will include design of an odor control system requested by the City to be incorporated with the Lift Station Design. SCOPE OF WORK This Scope Amendment includes the following tasks: TASK GROUP 1: Project Meetings and Coordination – Calle Joaquin Force Main Task 1.1: Project Meetings AECOM will attend one (1) progress and coordination meeting during the design phase of the project. The purpose of the meeting will be to discuss issues related to the project and the schedule with the City. Project meeting task includes: Submittal Meeting Attachment 2 C3 - 39 2 Deliverables: Meeting minutes Task 1.2: Technical Review, QA/QC, and Project Management AECOM will provide senior technical review in accordance with AECOM’s QMS procedures for the 90-percent and final plan drawing deliverables. Our QMS procedures ensure all work products provided to the City follow strict adherence to in-house and industry design standards. AECOM will coordinate with the City’s Project Manager on project activities including scheduling meetings. TASK GROUP 2: Calle Joaquin FM Plans and Supporting Documents Task 2.1: Calle Joaquin Force Main Plan Drawings, Bid Items, and Cost Opinion AECOM will prepare separate construction plans drawings for the Calle Joaquin Force Main Replacement project, utilizing the existing Calle Joaquin Lift Station Replacement documents. The City will review the contents of each submittal and provide comments for incorporation into the latter submittal. An opinion of probable construction costs and bid sheet will be prepared to according to the Calle Joaquin Force Main Replacement Plan Drawings, and information provided by the City. We anticipate the following additional sheets will be required for the Calle Joaquin Force Main Replacement (6 additional sheets): Title Sheet Sheet Layout Legends, Abbreviations, and Notes Civil Detail Sheet 1 Civil Detail Sheet 2 Civil Detail Sheet 3 Deliverables: 90 Percent Submittal consisting of the following (7 hard copies) o Revised half-size (11” x 17”) drawings o Opinion of probable construction costs o Description of Bid Items and Table Final Submittal consisting of the following (7 hard copies and electronic copy in PDF format) o Final half-size (11” x 17”) drawings o Final Opinion of Probable Construction Cost o Final Bid Items and Tabulation TASK GROUP 3: Modifications to the Calle Joaquin Lift Station Construction Documents Task 3.1: Revisions to Exclude Calle Joaquin Force Main AECOM will revise the Calle Joaquin Lift Station plans, specifications, and cost opinion to exclude the force main components of the project. These modifications include changes to the specifications, title sheet, sheet index and layout, general sheets, and civil plans. These modifications will be incorporated with the Calle Joaquin Lift Station deliverables under the previously authorized scope of work. Attachment 2 C3 - 40 3 Deliverables: No deliverable under this amendment; revisions will be incorporated with Calle Joaquin Lift Station deliverables. Task 3.2: Calle Joaquin Lift Station Odor Control The City has requested that an active odor control system consisting of an activated carbon drum, blower, and associated piping be incorporated into the design of the Calle Joaquin Lift Station. The odor control system will be sited within the existing Calle Joaquin LS site boundary, which will serve as an access area for the future lift station. At the City’s request, the design will also reserve space in this area for future addition of a chemical feed system by the City, and will incorporate a conduit and penetration into the new lift station wet well that will be utilized by the future chemical feed system. AECOM will revise the Calle Joaquin Lift Station plans, specifications, and cost opinion to include the odor control components of the project. These modifications include changes to the specifications, title sheet, sheet index and layout, general sheets, and civil plans. These modifications will be incorporated with the Calle Joaquin Lift Station deliverables. Deliverables: Incorporated with Calle Joaquin Lift Station deliverables Additional Engineering Services If requested by City, AECOM will provide the following additional services, beyond the services included in our Scope of Work, on a time and materials basis based on the current rate schedule: A. Attendance to additional meetings beyond those specifically identified. B. Planning, analysis or design of additional or alternative facilities, including facilities offsite from the proposed project site. C. Services associated with prequalification of contractors other than as specifically defined herein. D. Services associated with bidding and construction phases (omitted from this Scope of Work at the City’s request). E. Any additional project-related services not specifically included in Scope of Work. Client Furnished Services The following services or information will be provided by City or its consultants: A. Specifications for the Calle Joaquin Force Main Replacement, including front-end documents and technical specifications. B. Information for inclusion in the cost opinion and/or bid item descriptions on project components not being prepared by AECOM. C. Copies of all relevant reports, studies, drawings, correspondence, and other relevant project information or data. We have assumed that the City will provide all relevant planning information identifying existing and future design flows for both lift stations. Attachment 2 C3 - 41 4 Schedule Draft Plan Drawings for the Calle Joaquin Force Main will be provided within 35 calendar days of authorization of this scope amendment. Final Plan drawings will be provided within 14 calendar days of receiving the City’s comments on the Draft submittal. Comments on the City-prepared specifications will be provided within 7 calendar days of receipt of specifications. Budget AECOM’s budget for the scope items described above is $10,954, and will not be exceeded unless additional authorization is requested and granted by the City in writing. AECOM’s fee and costs will be invoiced on a Time and Materials basis. These services will be provided according to the terms and conditions defined in the Agreement between the City and AECOM for Design Services for the Calle Joaquin and Laguna Lift Station Replacement project, dated Nov. 15, 2011. Scope and deliverables for this work will be as described above. We anticipate this proposed scope of work meets your expectations. Please indicate your authorization by signing in the space provided below, and return this request, or contact me if the City requires revisions to the proposed scope of work. Sincerely, ___________________________ Kirk Gonzalez, PE Project Manager ___________________________ Ben Horn, PE Managing Engineer Client Authorization ___________________________________ Signed: Title: Date: Enclosed: Scope Amendment Budget AECOM Fee Schedule (2011) Attachment 2 C3 - 42 Sc o p e A m e n d m e n t B u d g e t De s i g n S e r v i c e s f o r City of San Luis Obispo Ca l l e J o a q u i n F o r c e M a i n P l a n D r a w i n g s Utilities Department t e g d u B s r u o H l e n n o s r e P Ta s k D e s c r i p t i o n Principal Engineer Senior Engineer I Associate Engineer Design CADD Operator Total Hours Labor Non-Labor Subconsultant Total Non-Labor Total Ta s k 1 - P r o j e c t M e e t i n g s a n d C o o r d i n a t i o n 2 ) g n i t e e m 1 ( s g n i t e e M t c e j o r P 1 . 1 2 31 0 $ 25 52 $ $ 335$ 1. 2 T e c h n i c a l R e v i e w a n d Q A / Q C 10 01 2, 1 0 0 $ 16 8 861 $ $ 2,268$ Su b t o t a l 10 2 - - 1 2 2, 4 1 0 $ 19 3 $ - $ 193$ 2,603$ Ta s k 2 - C a l l e J o a q u i n F M P l a n s a n d S u p p o r t i n g D o c u m e n t s 8 ) s t e e h s l a n o i t i d d a 6 ( s t e e h S n a l P l i v i C 1 . 2 8 2 4 4 0 4, 9 2 0 $ 39 4 493 $ $ 5,314$ 2. 2 R e v i e w C i t y - p r e p a r e d S p e c i f i c a t i o n s 5 5 77 5 $ 62 26 $ $ 837$ Su b t o t a l - 1 3 8 2 4 4 5 5, 6 9 5 $ 45 6 $ - $ 456$ 6,151$ Ta s k 3 - M o d i f i c a t i o n s t o t h e C a l l e J o a q u i n L i f t S t a t i o n C o n s t r u c t i o n D o c u m e n t s 4 ni a M e c r o F n i u q a o J e l l a C e d u l c x e o t s n o i s i v e R 1 . 3 4 8 1 6 2, 0 2 0 $ 16 2 261 $ $ 2,182$ 4 l o r t n o C r o d O n o i t a t S t f i L n i u q a o J e l l a C 2 . 3 4 2 1 0 1, 3 6 0 $ 10 9 901 $ $ 1,469$ 3. 3 C r e d i t f o r r e d u c t i o n i n F M - s p e c i f i c s p e c i f i c a t i o n s e f f o r t ( 6 0 - 1 0 0 % (6 ) ( 3 ) (9 ) (1 , 3 2 0 ) $ (1 3 0 ) )031( $ $ (1,450)$ Su b t o t a l - 2 5 1 0 1 7 2, 0 6 0 $ 14 0 $ - $ 140$ 2,200$ To t a l 10 1 7 1 3 3 4 7 4 10 , 1 6 5 $ 78 9 $ - $ 789$ 10,954$ 9/ 4 / 2 0 1 4 Pa g e 1 o f 1 Attachment 2C3 - 43 2011-Traditional -FEES (Eff 1-1-11).docx AECOM FEE SCHEDULE FOR PROFESSIONAL SERVICES Effective January 1, 2011 Engineers, Planners, Architects, Scientists: Assistant I $100.00 per hour Assistant II $110.00 per hour Associate $130.00 per hour Senior I $155.00 per hour Senior II $165.00 per hour Managing Engineer Principal $ $ 185.00 per hour 210.00 per hour Construction Administration Personnel: Resident Project Representative $115.00 per hour Senior Resident Project Representative $125.00 per hour Resident Engineer $150.00 per hour Construction Services Manager $200.00 per hour Technical Support Staff: Clerical/General Office $75.00 per hour Drafter/CADD Technician $72.00 per hour Assistant CADD Operator $84.00 per hour Designer/CADD Operator $95.00 per hour Senior Designer/Design CADD Operator $110.00 per hour Design/CADD Supervisor $125.00 per hour General Project Expenses 1/8% of Labor Direct Project Expenses Other Reproduction (8 1/2 x11/11x17 Color)$1.15/1.50 per page Plan Sheet Printing -In House Bond/Vellum/Mylar $3.00/4.00/7.00 per sheet Subcontracted Services/Reproduction Cost + 10% Subcontracted or Subconsultant Services Cost + 10% Auto Mileage for Construction Phase Services $0.60 per mile Travel & Subsistence (other than mileage)Cost Miscellaneous Materials Cost + 10% If authorized by the Client, an overtime premium multiplier of 1.5 may be applied to the billing rate of hourly personnel who work overtime in order to meet a deadline which cannot be met during normal hours. Applicable sales tax, if any, will be added to these rates. Invoices will be rendered monthly. Payment is due upon presentation. A late payment finance charge of 1.5% per month (but not exceeding the maximum rate allowable by law) will be applied to any unpaid balance commencing 30 days after the date of the original invoice. Fee schedule is subject to change annually. 1/ Includes mail, telephone, fax, office photo copies, personal computers and mileage (except as noted). Attachment 2 C3 - 44 RECORDING REQUESTED BY AND WHEN RECORDED RETURN TO: City of San Luis Obispo Attn: City Clerk 990 Palm Street San Luis Obispo, CA 93401 APN: 067-121-022 No Recording Fee –Public Agency RIGHT OF TEMPORARY ENTRY AGREEMENT (Calle Joaquin Sewer Force Main Replacement Project) This RIGHT OF TEMPORARY ENTRY AGREEMENT (“Agreement”) is made and entered this ______ day of ___________, 20_____ (“Effective Date”) by and between the City of San Luis Obispo, a municipal corporation and charter city(“City”), and Ernest F. Dalidio Jr., Trustee of the Dalidio GST Exemption Trust (“Owner”). WHEREAS,Owneris the ownerof that certain real property located at 1035 Madonna Road,San Luis Obispo,California, APN: 067-121-022(the Property”);and WHEREAS, Citydesires to obtain Owner’s permission to enter onto a portion of the Property, on a temporary basis, in order to perform that certain utilities project commonly referred to as the Calle JoaquinSewerForce Main Replacement Project (the “Project”). NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows: 1.Grant of Right of Temporary Entry. Owner hereby grantsto City its agents, employees and contractors the temporary right to enterupon that portion ofthe Propertyas depicted in Exhibit “A” attached hereto and incorporated herein by this reference, for the purpose of construction of theProject, subject to the following limitations: a.No equipment or materials shall be stored on the Property; b.TheProperty shall not be used by the City or its agentsor contractors for the purposes of work breaks or lunch breaks; c.No smoking shall be allowed on the Property at any time; and d.All trash,discarded materials and similar debris shall be cleaned up at the end of each work day. 2.Term.This Agreement shallcommenceon 8:00 a.m., Monday, January 5, 2015and shall remain in full force and effect until completion of the Project or 5:00 p.m,Friday, May 29, 2015, whichever occurs first.Owner may terminate this Agreement for any material breach by City provided Owner has given City written notice of such breach and a reasonable time to cure. 3.Liens. The City shall not permit to be placed against the Property, or any part thereof, any design professional’s, mechanic’s, materialmen’s, contractor’s or subcontractor’s liens with regard to the City’s activities upon the Property. Attachment 3 C3 - 45 Right of Temporary Entry Agreement 1035 Madonna Road, San Luis Obispo 4.Indemnification.Cityagrees to indemnify, protect, and hold harmless Owner,hisheirs, legatees and successors in interest from and against any and allclaims for damages or injuries to any person or property which arise from the acts or omissions of City,its agents, employeesor contractorsarising out of the City’s entry onto the Property in connection with the Project; provided, however, that City’s duty to indemnify, protect and hold harmless shall not include any claims or liability arising from the negligence or willful misconduct oftheOwner,its agents, guests or invitees.The obligations set forthin this paragraph shall survive termination of this Agreement. 5.Not a Real Property Interest. It is expressly understood that this Agreement does not in any way grant or convey any permanent easement, lease, fee or other interest in the Property to City. 6.Agreement to run with the land. Subject to the term set forth in Section 2 above,this Agreement is and shall be binding on their heirs, legatees successors and assigns. 7.Restoration of the Property. Upon termination of this Agreement, the City shall, at its own cost and expense, restore the portion of the Property so entered by the City to the same condition in which it was prior to the City’s entry. 8.Authorization. Ownerwarrants and represents to City that he has the full right and authority to enter into this Agreement. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executedas of the Effective Date. CITY OF SAN LUIS OBISPO: _____________________________ Carrie Mattingly, Utilities Director ATTEST: _____________________________ Anthony Mejia, City Clerk APPROVED AS TO FORM: ____________________________ J. Christine Dietrick, City Attorney OWNER: _______________________________ Ernest F. Dalidio Jr., Trustee of the Dalidio GST Exemption Trust Attachment 1.Calle Joaquin Sewer Force MainReplacement Project,Work Area on Dalidio Property (1035 Madonna Road, San Luis Obispo, California. Attachment 3 C3 - 46